Create a Work Order (Web)
A Work Order is an actionable task assigned to a service provider to resolve a problem, perform maintenance, or complete an inspection. Every work order must have exactly one origin — the thing that triggered it.
Also available on mobile: Create a Work Order (Mobile)
Before you start
| Requirement | Why | Where to get it |
|---|---|---|
| ✅ A Site | All work orders are scoped to a site | Set Up Sites… |
| ✅ An origin (Issue, PM Schedule, Project, or Detection signal) | A work order must come from somewhere | See Choose your origin below |
| ✅ A Service Provider (to assign) | Not required to create the WO, but required before a technician can check in | Add a Service Provider |
| ✅ The provider must have Site Access | Otherwise they won't appear in the dropdown | Grant Site Access |
Step-by-step
Step 1 — Open the create dialog
- In the store sidebar go to Work Orders.
- Click Create Work Order.
Step 2 — Choose your origin
Select one of the four origin tabs. The origin tells Vigil why this work order exists and automatically fills in the site, asset, and space from whatever you pick.
Issue (most common)
Use this when something broke and you need a contractor to fix it.
- A dropdown shows all Open issues for this store.
- Select the issue. The asset and location are inherited automatically.
- No issue yet? Create one first, then come back.
PM (Preventive Maintenance)
Use this to action a scheduled maintenance task.
- A dropdown shows all active PM Schedules for this store.
- Select the schedule. The asset is inherited from the PM.
- No PM schedules? Set them up first.
Project
Use this when the work is part of a larger capital or installation project.
- A dropdown shows open site Projects (Open Books).
- Select the project.
Early Detection
Use this when Vigil AI flagged an asset at risk.
- A dropdown shows active detection signals in Watch or Warn state.
- Select the signal. Asset and rule details are inherited.
Step 3 — Work Order Type
Select what kind of work this is:
| Type | Use for |
|---|---|
| Repair | Something is broken; fix it |
| Replacement | A component or unit needs replacing |
| Preventive Maintenance | Scheduled/routine maintenance |
| Inspection | Check and report, no repair assumed |
| Diagnostic | Investigate to determine the cause |
Step 4 — Assign a Service Provider (optional)
- Select a provider from the dropdown. Only providers with site access for this store appear.
- You can leave it Unassigned and assign later.
- No providers listed? Either no providers exist, or none have site access for this store. See Add a Service Provider.
Step 5 — Optional fields
| Field | Notes |
|---|---|
| Due date | When the work needs to be completed by |
| Priority | Routine · Normal · Urgent · Emergency |
| Notes | Instructions or context for the technician |
Step 6 — Create
Click Create. The work order appears in the list with status Open (or Assigned if a provider was selected).
Work order statuses
| Status | Meaning |
|---|---|
| Open | Created, not yet assigned |
| Assigned | Provider assigned, waiting for check-in |
| In Progress | Technician has checked in |
| Pending Review | Technician submitted work; waiting for your approval |
| Work Approved | You approved the completed work |
| Approved for Payment | Cleared for invoice/payment |
| Deferred | Postponed; will reopen |
| Rejected | Work was rejected; technician must rework |
Editing a work order
Open any work order from the list to see its detail panel. From there (with the right permissions):
- Edit — type, priority, due date, notes, root cause, costs.
- Reassign — change the assigned service provider.
- Verify — approve or reject work submitted by the technician.
- Defer — postpone with a reason.
Approving or rejecting completed work
When a technician submits their work, the status moves to Pending Review.
- Open the work order.
- Review the evidence (photos, session notes, costs) in the side panel.
- Click Approve or Reject.
- Approved → status becomes Work Approved.
- Rejected → status returns so the technician can rework and resubmit.
Work order created and assigned? The technician picks it up in the Vigil Service app.